Eckerd weathers Hermine's fringes; how to prepare for next one

article and photos by Anne W. Anderson

Hurricane Hermine couldn't quite make up her mind which way to wander over the state of Florida -- or even whether to grow from a disturbance to a tropical storm to a hurricane. Because it was not clear to meteorologists what would happen, schools and businesses all along the Gulf coast had to prepare for the worst and hope for the best.

In Eckerd College's case, the most extensive immediate consequences were some flooding on roadways, a leak or two, and a few downed tree branches. Continued rains over the weekend caused a power outage in the Siebert Humanities Building on Monday and Tuesday, which meant some classes had to relocate temporarily.

Some of the flooded retention ponds attracted additional waterbirds, which was good for the birds and fun for avian enthusiasts, but negotiating campus closures can be challenging for campus personnel. PEL presents a unique set of considerations, both because its students have different needs and because it has two campuses.

Two emergency management teams develop five-day plan

PEL's Executive Director Amanda Hagood explained that two emergency management teams at Eckerd College work together to decide what to do when a storm threatens and that they develop a specific five-day plan for the College. The plan considers both physical safety and academic continuity so students can continue their studies uninterrupted. 

Some areas still had small amounts of standing water Friday evening.

"The Emergency Management Executive Team, or EMET, is headed by Director of Campus Safety and Security Adam Colby and includes executive staff from across campus," Hagood said. "During hurricane season, Adam monitors the weather reports and the recommendations coming in from the National Weather Service and similar agencies. When it looks as though a system is developing that may have an impact on Florida, EMET begins convening, either in person or via phone conferences."

Hagood explained that EMET considers options that will provide maximum safety and security for all campus constituents. Then they alert the larger team of campus representatives, called the Hurricane Emergency Management Group (EMG).

"The Hurricane EMG consists of about 25 people from all areas across campus -- Student Affairs, Academic Affairs, Athletics, Campus Life, Bon Appetit, and others," Hagood said, adding that she is the unit representative for PEL. "We relay information from EMET to the people in our units, but we also relay information to EMET about the special circumstances in our individual units."

PEL's unique considerations during storm situations

"PEL students don't live on campus," Hagood explained. "So we not only have to consider what is happening on campus, but also take into consideration whether commuting is safe."

Additionally, many PEL students have jobs that intensify during storm conditions, Hagood noted.

"Many of our students are public administrators, emergency personnel, health-care workers, and so forth," Hagood said. "Their first concern is keeping the community safe and functioning. PEL students who are parents also might be affected by school closures."

Commuting, work, and child care typically are not part of the residential student experience, nor is having a second campus to consider.

"Conditions at the Tampa campus may be very different from what we are experiencing here," Hagood said. "It's my job to remind EMET that we have two campuses and need to plan for both. Generally speaking, however, we try to avoid confusion by following a parallel plan, when determining whether to cancel classes."

Academic continuity

Even though classes may be cancelled, teaching/learning still continues, according to PEL's Associate Dean of Faculty Dr. Margret Skaftadottir.

"We have a commitment to deliver the entire curriculum of each course," Skaftadottir explained. "Missing even one class of an eight-week course seriously impacts that commitment."

Because online directed studies course content is available 24/7, class cancellations do not affect students enrolled in these courses. But faculty teaching face-to-face and blended courses are required to include in their syllabi an emergency contingency plan for making up lost instruction time.

"Plans may range from meeting on a different night to viewing a documentary then responding in a discussion forum in Moodle to assigning extra reading followed by discussion during the next class session," Skaftadottir said.

Skaftadottir said the plans have developed over the past decade, beginning with 2004 when Eckerd College closed four times in one term because of a series of hurricanes that hit the state. Additionally, colleges around the country have watched colleagues in Louisiana (Hurricane Katrina) and the Northeast (Hurricane Sandy) struggling to deliver course material in the face of extended closures.

Colleges also have taken extra steps to ensure data is not lost during emergencies.

"All Moodle and Banner data is backed up off site," Skaftadottir said. "Assignments uploaded to Moodle will not be lost, and courses can continue from wherever students and faculty temporarily relocate."
 

Small branches blew down near one of the parking areas.

Five-day plan in action

Five days before expected impact, the College began preparing in ways that did not disrupt classes. Tree-trimming crews pruned trees near buildings and parking areas, and employees were reminded of emergency procedures.

Three days before expected impact, employees began unplugging computers, copiers, and other equipment before leaving at night. By Wednesday, non-essential employees were told to stay home -- although Autumn Term classes were still held for residential students -- and on Thursday the College was closed.

Had Hermine been a stronger storm or had she landed directly in the local area, the College might have been evacuated and the campuses closed earlier in the week.

"Students and employees are notified via text and Eckerd email of campus closings and also of when it is safe to return," Hagood said.

Campus Safety & Security: Emergency Notification System

Instructions for signing up for text message alerts are copied below from the Campus Safety & Security Website:

Text message

All students, faculty and staff are automatically incorporated in the system as long as they provide a current cell phone number to the College.

• Update your cellphone number for text message alerts.

If you are not a student, faculty or staff member but would like to receive emergency text messages, please follow these instructions:

• Text ecalert to the number 888777.
• You will receive a confirmation response text. If you do not receive a response, check the number and the message; if these are correct, please contact your provider about your ability to receive short codes.
• If you would like to stop receiving messages, text stop to 888777.

Click here to read a 2013 profile of Eckerd College's Director Campus Safety and Security Adam Colby '09, which appeared in The Current, the official students newspaper of Eckerd College:
http://theonlinecurrent.com/the-face-of-campus-safety-adam-colby/

Anne W. Anderson is PEL's director of blended and online learning

and also is co-editor of The PEL Connector.